Free Staffing Agency Invoice Template & Generator
Invoice client companies for temporary and contract staff. Bill hours worked at your bill rate, itemize by worker or role, add overtime and any placement fee, and download a professional PDF.
Preview free. PDF downloads cost $4.99, or choose Unlimited at $9/month.
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Create & preview free. Watermark-free PDF: $4.99 USD. No subscription required.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Temp staff — warehouse (per hour) | 160 | $22.00 | $3,520.00 |
| Overtime hours (per hour) | 12 | $33.00 | $396.00 |
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How staffing invoices are structured
Staffing agencies bill the client at a bill rate that covers the worker pay plus your markup, so the client sees hours and rate rather than the wage. Itemize by worker or role, separate regular and overtime hours, and reference the week or pay period and any PO number the client requires. For direct placements, add a one-time placement fee on its own line.
Billing periods and Net terms
Most staffing clients are invoiced weekly against timesheets on Net 15 or Net 30. Reference the approved hours, keep invoice numbers sequential, and follow up on aging invoices to protect cash flow — you pay workers before the client pays you. Offering online payment where possible speeds collection: invoices with convenient online payment get paid up to twice as fast, per Xero (2024).
How to make a staffing agency invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for staffing agency work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe the unit you are billing, whether that is hours, visits, or units, and put the rate on the same line. The starting lines here open with temp staff — warehouse (per hour).
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
How do I invoice a client for temporary staff?
Add a line per worker or role with the hours as quantity and your bill rate, put overtime on a separate line, and reference the week and any PO number. The total calculates automatically. Download the PDF and number it sequentially.
How do staffing agencies bill a direct placement fee?
Add a single line for the placement fee (often a percentage of the first-year salary) with the role and start date noted. Bill it per your agreement, separate from any hourly staffing lines.